Executive Assistant

Job Description Summary

The Executive Assistant will provide high-quality executive administrative support to the three Pillar Heads / Executive Directors- Business Solutions International. This role involves managing, planning, coordinating, and communicating administrative and organizational assignments with a high business impact. The Executive Assistant will act as an active business partner, ensuring productivity through routine administrative activities as well as non-routine activities and special projects.

 

Job Description

Executive Assistant

Location – Hyderabad # LI Hybrid  

Major Responsibilities:

General Administrative Support:

• Manage complex administrative and organizational assignments independently.
• Handle general administrative tasks and maintain administrative processes.
• Inform, advise, and support the Head of Business Solutions International and the team on processes, guidelines, and services specific to the department 

Meeting and Travel Management:

• Schedule and manage on-site, off-site, and virtual meetings across international time zones.
• Organize and maintain logistics for business travel, including visas and reservations.
• Submit expense reports as needed 

Project Coordination:

• Act as a project coordinator/manager for administrative projects, including design, planning, implementation, and communication.
• Support optimization of current processes and introduction of new or modified processes 

Documentation and Communication:

• Prepare technical presentations, graphs, spreadsheets, and management reports.
• Create and maintain contact lists, correspondences, and emails.
• Take minutes during key meetings and department meetings 

Stakeholder Management:

• Cover all administrative tasks to manage internal and external stakeholders.
• Arrange and follow up on national and international travel arrangements involving multiple locations and individuals 

Minimum Requirements: 

• 5+ years of experience providing administrative professional support to senior executives.
• Experience working in a large, dynamic, fast-paced, and highly matrixed organization.
• Experience arranging international travel and expense reimbursement.
• Project management certification is a plus 
• Bachelor’s degree or equivalent experience.
• Strong organizational and time-management skills, with the ability to prioritize tasks.
• Excellent verbal and written communication skills, with keen attention to detail. Advanced technical skills including MS Word, Excel, and PowerPoint.
• Tact and confidentiality in handling sensitive, confidential information. Ability to balance multiple priorities while remaining proactive, adaptable, and efficient.

Desired Skills:

• Proactive thinking and managing challenges.
• Effective communication and customer-focused solutions.
• Cross-cultural experience and managing diversity.
• Collaborating across boundaries and best practice sharing 

Why Novartis: Our purpose is to reimagine medicine to improve and extend people’s lives, and our vision is to become the most valued and trusted medicines company in the world. How can we achieve this? With our people. It is our associates that drive us each day to reach our ambitions. Be a part of this mission and join us! Learn more here: https://www.novartis.com/about/strategy/people-and-culture 
 
You’ll receive: You can find everything you need to know about our benefits and rewards in the Novartis Life Handbook. https://www.novartis.com/careers/benefits-rewards 
 
Commitment to Diversity and Inclusion:  
Novartis is committed to building an outstanding, inclusive work environment and diverse teams' representative of the patients and communities we serve.  
 
Join our Novartis Network: If this role is not suitable to your experience or career goals but you wish to stay connected to hear more about Novartis and our career opportunities, join the Novartis Network here: https://talentnetwork.novartis.com/network.

 

Skills Desired

Advertising Campaigns, Alteryx, Analytical Thinking, Brand Awareness, Business Networking, Curiosity, Digital Marketing, Marketing Communications, Marketing Plans, Marketing Strategy, Media Campaigns, Process Documentation, Statistical Analysis, Strategic Marketing